Administrator

NHS; Tees Valley; On-site; GBP 20,000 - 24,000; Part time

Job summary

A healthcare provider in Tees Valley is looking for an administrative support staff member to manage reception duties at their office. The role involves greeting patients, managing appointments, and providing general support to the healthcare team. Ideal candidates will have good IT skills, understanding of health terminology, and effective communication abilities. This position offers the potential for a fixed term of 6 months, with a chance for permanence for the right applicant.

Benefits

Access to wellbeing resources

Free counselling services

Professional development opportunities

Qualifications

• Able to communicate confidently with staff at all levels.
• Understanding of the needs of vulnerable people.
• Ability to work on own initiative without direct supervision.

Responsibilities

• Perform routine office duties including mail, file management, photocopying.
• Deal with general enquiries from patients and the public.
• Make appointments for patients to see clinical staff.

Skills

Understanding of health and social care terminology

Good standard of written and spoken English

Interpersonal skills

IT skills in Microsoft Office

Time management

Education

GCSE level education

Job description

A new role to help with upcoming projects and winter pressures, Happy to consider part time/job share, fixed term for 6 months with the possibility of a permanent post for the right applicant.

It is a requirement of the role that you will be part of a rota covering the working hours of the office which are 8.00am to 6.00pm.

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Main duties of the job

To perform routine office duties to includepost, file management, photocopying, scanning and generic emails.

Possess good IT skills and a high standard ofworking knowledge in all MS Office programmes, particularly Outlook, Word,Excel and PowerPoint.

To undertake ad hoc project work to meetoperational needs.

Administration cover when required to help withextraordinary workloads.

Ordering of stationery and stock maintaining adequatestock control

To support any PHD projects as deemed necessary.

To support the aims and objectives of PHD andcontribute to the ongoing development of the company as required.

To undertake any other task/duties as may berequired.

Deal with general enquiries from patients andgeneral public.

Make appointments for patients to see doctor,nurse and other clinical staff.

Dealing with patients and contacts within theNHS and GP practices, both in person and on the telephone.

About us

Primary Healthcare Darlington is a GP Federation, based centrally in Darlington, which supports 11 GP practices in Darlington to provide the best possible healthcare services.

We also provided an extended GP Access Service, a Community Sexual Health Service, private medicals and primary care services and an integrated service to the Care Homes within Darlington.

We are an award-winning company who places the wellbeing of our staff at the heart of everything we do. We have a wellbeing lead who offers staff access to multiple wellbeing resources, and as a company we offer staff access to free counselling services, protected time to develop professionally, access to high-quality training and development. In the past year staff have supported Groundwork, Age UK and many more community projects.

PHD is an Equal Opportunities employer and positively encourages applications from suitably qualified and eligible candidates, regardless of age, sex, race, disability, sexual orientation, gender reassignment, religion or belief, or pregnancy and maternity.

Job responsibilities

Administrativeresponsibilities

To perform routine office duties to includepost, file management, photocopying, scanning and generic emails.

Possess good IT skills and a high standard ofworking knowledge in all MS Office programmes, particularly Outlook, Word,Excel and PowerPoint.

To produce documents using Microsoft packagessuch as Word, Excel, PowerPoint etc. to a professional standard.

To undertake ad hoc project work to meetoperational needs.

Administration cover when required to help withextraordinary workloads.

Ordering of stationery and stock maintaining adequatestock control

To support any PHD projects as deemed necessary.

To support the aims and objectives of PHD andcontribute to the ongoing development of the company as required.

To undertake any other task/duties as may berequired.

Deal with general enquiries from patients andgeneral public.

Make appointments for patients to see doctor,nurse and other clinical staff.

Dealing with patients and contacts within theNHS and GP practices, both in person and on the telephone.

Monitor flow of patients into the waiting room,ensuring the appointment system accurately reflects the arrival of patients.

Workwith your colleagues to foster strong team dynamics, working together todeliver the objectives of the team.

Work as an effective and responsible teammember, supporting others.

Accept delegation from the management team,prioritise own workload and ensure effective time management strategies areembedded in own practice.

Participate in team activities that createopportunities to improve services.

To take responsibility for deliveries to PHDensuring they reach the correct area of the organisation.

Meetings andevents

Attend staff meetings.

Supporting the arrangement of meetings includingthe management of booking rooms.

Work to support the GP practices in Darlington.

Information, dataanalysis and reporting

Collate and interpretdata for the purpose of reporting to stakeholders.

Inputting, monitoring and checking data,required for ongoing projects within the teams.

Working with all team members in the collectionof information for performance reporting.

Support the production of progress/highlightreports for projects/key work streams.

Planning andorganising

To manage a demanding and reactive workload in aresponsive way.

Support Directors and management team in thedelivery of projects and services.

To work autonomously and in a proactive manner,identifying problems and proposing solutions and alternative courses of action.

Possess good organisation skills and to completework in a timely and accurate manner.

To coordinate the delivery of PHD contracts.

Communication

Ensuring all urgent and/or confidentialcommunications are received and distributed from/to relevant parties in atimely manner.

Acting as a point of contact for other teamsworking for PHD, dealing and responding effectively with queries and passing onrelevant information to appropriate team members sensitively and autonomously.

To undertake correspondence as required (thismay be confidential and may be complex in nature).

Deal with the incoming and outgoing post as appropriate.

To develop and maintain accurate and up to datedistribution lists.

Be conversant with the roles of all staff withinPHD.

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise the need for alternative methodsof communication and respond accordingly.

Informationtechnology, governance, and management systems

Have a working knowledge of IT software andhardware relevant to role.

Have a clear understanding of telephone systems.

Developing and maintaining effective electronicand paper filing systems, to ensure that information is kept securely and isaccessible to other members of the team where appropriate.

To assist in the management of files, stationeryand equipment as required.

Have a clear understanding of how to resolvesimple problems with PCs and printers.

Training

Provide training, advice and support on own areaof responsibility as agreed with the management team.

Support training and induction of new andexisting staff.

Confidentiality

In the performance of the duties outlined inthis job description, the post-holder may have access to confidentialinformation relating to patients and their carers, company staff and otherhealthcare workers. They may also haveaccess to information relating to the company as a business organisation. All such information from any source is to beregarded as strictly confidential.

Health & Safety

The post-holder will assist in promoting and maintainingtheir own and others health, safety and security as defined in the companyHealth & Safety Policy, Infection Control Policy and other related publishedprocedures. This will include:

Using personal security systems within theworkplace according to company guidelines

Identifying the risks involved in workactivities and undertaking such activities in a way that manages those risks

Making effective use of training to updateknowledge and skills

Using appropriate infection control procedures,maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazardsand infection hazards immediately when recognised

Keeping own work areas and general / patientareas generally clean, assisting in the maintenance of general standards ofcleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training(minimum annually)

Demonstrate due regard for safeguarding andpromoting the welfare of children.

Equality andDiversity

The post-holder will support the equality, diversity andrights of patients, carers and colleagues, to include:

Acting in a way that recognises the importanceof peoples rights, interpreting them in a way that is consistent with companyprocedures and policies, and current legislation.

Respecting the privacy, dignity, needs andbeliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to andof the individual, is non-judgmental and respects their circumstances, feelingspriorities and rights.

Personal/ProfessionalDevelopment

The post-holder will participate in any trainingprogramme implemented by the company as part of this employment, such trainingto include:

Participation in an annual individualperformance review, including taking responsibility for maintaining a record ofown personal and/or professional development

Taking responsibility for own development,learning and performance and demonstrating skills and activities to others whoare undertaking similar work

Quality

The post-holder will strive to maintain quality withinthe company, and will:

Alert other team members to issues of qualityand risk

Assess own performance and take accountabilityfor own actions, either directly or under supervision

Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the teams performance

Work effectively with individuals in otheragencies to meet patient needs

Effectively manage own time, workload andresources

Contribution tothe Implementation of Services

The post-holder will:

Apply company policies, standards and guidance

Discuss with other members of the team how thepolicies, standards and guidelines will affect own work

This is not intended to be an exhaustivelist of responsibilities, and it is expected that the successful applicant willparticipate in a wide range of activities.

Person Specification

Qualifications

• Educated to GCSE level

Skills and Knowledge

• Understanding of basic health and social care terminology
• A good standard of written and spoken English
• Knowledge of the needs of vulnerable people
• Good interpersonal skills
• Ability to communicate confidently with staff at all levels
• IT skills and experience in the use of Microsoft Office programmes
• Good time management and an ability to prioritise and work to strict deadlines
• Ability to work on own initiative without direct supervision, understanding where clinical input is needed

Experience

• Communication and relationship building
• Experience of developing relationships with a wide variety of people
• Working and delivering outcomes with determined timeframes
• Experience in health and social care
• Experience of working with people with complex needs and various communication challenges
• Experience of working in a multi-functional team

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.